MARYLAND LIBRARY ASSOCIATION

PROGRAM PLANNING

GUIDELINES

INTRODUCTION

A primary activity of the Maryland Library Association is the presentation of programs, workshops, and conferences. To help those members responsible for program planning, the Professional Development Panel (PDP) has developed this manual of planning guidelines.

A quick review of the entire manual provides an overview of basic procedures. If you have any questions about program planning, please contact your liaison on the Professional Development Panel. He or she is there to help the divisions plan the best possible programs for MLA members.

All programs must be approved by the PDP. The forms with which to do this are included here. The PDP is committed to facilitating excellent MLA programs of all types. The approval process is how the PDP provides all the assistance it can to ensure the success of MLA programs.

The MLA office (410-947-5090) maintains a calendar of scheduled MLA events. Information about the scheduled programs and programs still in the planning stages may be obtained from the PDP officer. A master calendar of library events is maintained at www.mdlib.org. This calendar includes MLA events as well as those of other organizations.

This manual deals with planning fundamentals. These are the steps which must be taken to assure that your program is both effective and on target. To get you started, a Program Planning Timetable is on page 3.

The sections of the manual are arranged chronologically to help you as you work through the timetable.

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THE MLA PROFESSIONAL DEVELOPMENT PANEL YOUR TRAINING CONSULTANT

Each MLA division is responsible for at least two programs during the year – one at the annual conference, plus one more. Many divisions put on programs in addition to this. Divisions and interest groups are also responsible for ensuring that their programs meet their budgetary commitments for the year as approved by the MLA Executive Board.

In all aspects of program planning, your liaison can help. Each division has a PDP liaison. Think of him or her as your training consultant. He or she can:

Attend planning meetings with your members as you decide on your upcoming programs.

Identify speakers, topics, formats, and anything else your division needs to provide great training.

Answer questions about training in general, and MLA procedures in particular.

Assist with follow up and evaluation. Your liaison will contact your division and offer you assistance.

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PROGRAM PLANNING TIMETABLE WORKSHEET

Program name: Date:

Planning a program should begin at least 5 months ahead of the proposed date. This allows time for approval to be given, speakers to be contacted, a site to be secured, as well as adequate time for publicizing your program. For your planning convenience, the necessary steps for a successful program are outlined below.

ACTIVITY TO BE COMPLETED COMPLETION DATE

Date selection 5 months prior

Topic selection 5 months prior

Develop learning Objectives and format 4-5 months prior

Location selection 5 months prior

Program approval form To PDP (c/0 MLA Office 3 months prior

Publicity info submitted To Happenings 2 months prior

Press release submitted To SMUG 2 months prior

Registration deadline 1-3 weeks prior

Program checklist Complete 1 week prior

Program evaluation Day of program

Program Evaluation, Coordinator Feedback And Final Financial Reports, and summary of evaluations submitted (MLA office) 4 weeks after program

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DATE SELECTION

The selection of an appropriate date is crucial to the success of your program. Clear proposed dates with the MLA office (410-947-5090) before you continue with your planning. (Also check the master calendar at www.mdlib.org.) Avoid dates close to (in the same week as): • MLA Annual Conference • Other division or interest group programs • Other local library events (library system staff days, etc.) • ALA Annual Conference and Mid-Winter Meeting • Other major library conferences (PLA, ACRL, etc.) • Religious holidays • National holidays • Library system staff days You may wish to consult the Shared Statewide Training Calendar on MERLIN (http://www.merlincommunity.org/index.php?Itemid=83) to identify potential conflicts with your selected program date. Also consider: • Time of Year • Weather conditions • Recurring events affecting the target audience. • In an effort to reach a wider audience, repeat a unique program on more than one

date in different parts of the state.

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TOPIC SELECTION

Needs Assessment Before a topic is selected, the planners should determine the precise needs and interests of the target audience. At some point every year or two, divisions and interest groups should conduct a needs assessment of their members in order to determine appropriate topics for programs.

Some suggestions for needs assessments:

• Send out a questionnaire • Have a brainstorming session at a meeting • Talk informally with staff members • Look around your own library setting for ideas • Survey professional literature • Look at programs from national or other state conferences. • Consider topics generated by the State Staff Development Committee.

There are a few basic questions for planners to ask before beginning the planning phase of a workshop:

• Is the topic or problem so new that potential participants will have no

other opportunity to learn about it? • Is the topic or problem a continuing one, requiring activities to update

knowledge or to seek new solutions? • Is the topic or problem the most important one to be considered at this

time? • Is the topic or problem appropriate for sponsorship by the group?

Once the planners have discussed these questions, they may broaden or limit the scope of the program topic.

Co-sponsorship You may also consider co-sponsorship of a program. Many program ideas appeal to more than one unit of MLA. MLA units are encouraged to co-sponsor programs in order to broaden the audience. See the appendix for the MLA Definitions of Sponsorship and Co-Sponsorship.

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LEARNING OBJECTIVES

Once a need for the program has been determined, the planners must write clear learning objectives for the target audience. Learning objectives are concise statements of what the participants will be able to do as a result of the program. Objectives also direct the program planners toward developing and conducting the kind of program that meets the target groups’ needs. They should drive the content and format of the program.

Most programs should have several objectives; longer programs will have more objectives.

Effective objectives:

• Use active verbs • Include observable behavior • Describe what the participant will be able to do after the program (as opposed to what

they will do during the program Examples of learning objectives:

• “At the end of the program, participants will be able to explain the two main differences between the Dewey Decimal and the Library of Congress Classification systems.”

• “At the conclusion of the program, participants will be able to demonstrate three appropriate behaviors for dealing with angry patrons on the telephone.”

• “At the end of the workshop, participants will be able to demonstrate five book repair techniques.”

List of active phrases to use in learning objectives:

write explain classify list prepare apply define describe demonstrate

Words to avoid in learning objectives, because they do not describe observable behavior:

be aware of remember

know appreciate

feel enjoy

be familiar with comprehend understand

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PROGRAM FORMATS

Once you have chosen your date, decided on a topic, and developed good learning objectives, you are now ready to prepare a program format that best carries out those objectives. Remember to center the program planning on your audience and their needs, not on the program planners’ needs.

There are several options for providing continuing education opportunities to MLA members. Each MLA division is required to hold at least one program at the annual conference, and one additional program per year. Below are the different ways to provide these opportunities:

PROGRAMS

Definition: Half day, full day, or 2 hours or longer. Minimum registration fee is $10.00 per contact hour for MLA members. Charge 50% more for non-members. Student fees are 15% less than member fees and participants register through the MLA office.

Publicity: Through Happenings, Marylib, MLA Website, other MLA Social Media sites and networking through members. Remember that each division is entitled to one free mailing per year to its members through the MLA office. You might want to use this to publicize your program. Continuing education contact hours will be assigned by the Professional Development Panel.

DISCUSSION GROUPS

Length = 2 hours or less. As part of a regular division business meeting. No registration fee charged to MLA members. A program approval form is required – to help ensure quality planning. Remember to send publicity to the MLA office for Happenings. You may use the free division mailing to publicize your discussion group.

For both Programs and Discussion Groups, it is necessary to follow the procedures outlined in this manual – completing the Program Approval Form, monitoring the program budget, and evaluating and following up the program (with annual conference programs, much of this is done through the Conference Committee, to which your division has a representative). The objective of MLA is to provide quality continuing education opportunities for its members, and these guidelines are tools to help your division do that. Even a short discussion group after a meeting needs the same careful planning and attention to detail as does an all-day pre-conference.

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CONFERENCE COMMITTEE CALENDAR

The Conference Committee of the Maryland Library Association will meet monthly. The location and meeting date will be set each year by the Conference Chair.

ANNUAL CONFERENCE PROGRAMS

Three types:

• PROGRAMS – Speaker or workshop format, at least 60 minutes long

(may be longer).

• PRE-CONFERENCE – All day or half day program, workshop format. Separate registration fee charged.

• POSTER SESSION – Visual displays with or without handouts. Division

members’ staff displays to answer questions at two specified time periods.

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Preparing the Program’s Agenda

Now it’s time to get down to the nitty-gritty; deciding exactly what your participants will DO at your program!

The layout of the program should be chosen to best carry out the learning objectives of the day. For example, if your objective is that the participants demonstrate two methods of dealing with angry patrons, a lecture format won’t be the best answer. A format that combines demonstration and practice will produce the best results.

Also, variety adds interest to the day’s schedule. If you have a guest speaker giving a lecture, following the talk with a video or small group discussions will keep the day from becoming too stale.

Consider some of the following options when developing the program schedule:

LARGE GROUP DISCUSSION – This means involving the entire audience in an interactive discussion. The discussion facilitator should be well informed about the program’s objectives, experienced in leading group discussions, and aware of the techniques which encourage participation by all (e.g. open-ended questions, summarizing, paraphrasing, etc.). Discussion involving a large group works best with 30 people or less.

SMALL GROUP DISCUSSION – The same principles apply as for large groups, but break a large audience down into several smaller groups. If you can appoint a facilitator for each group to move things along, so much the better. However, if small groups are given a clear task, they can usually accomplish it without a trained facilitator. Be sure to allow enough time for each group to “report out” to the entire group. Appointing recorders who take notes and present to the large group can speed this up.

BRAINSTORMING – This can be used in both small and large groups. The rules of brainstorming are: everybody contributes ideas, no ideas are judged or commented on, keep the ideas coming as long as possible, no idea is too crazy, and try to piggyback on other ideas. Brainstorming is good for problem solving and for planning.

CASE STUDIES – Can also be used in both small and large groups. Small groups or individuals are given case studies to read, take action on, and report. Case studies are difficult to write so that they are both believable and also open to many interpretations. Some tips for successful case studies are: write them in the form of stories, name the characters, use realistic details, be descriptive, and use humor. ROLE PLAYING – Acting out a hypothetical situation can be very useful in small groups, especially in portraying interpersonal situations. As in case studies,

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the situations need to be carefully scripted so that the roles are fleshed out, yet the solutions are not obvious. Many people think of role playing as simply putting on a skit of “before” and “after” behaviors. However, good role-plays involve both the “actors” and the audience in the discussion that follows; and good role plays can generate a lot of discussion.

PANEL DISCUSSION – Panels can be very effective with dynamic panelists and a skilled moderator. Be sure the panelists represent different points of view and are accustomed to public speaking. The key to a good panel is to have plenty of time for questions from the audience.

LECTURE – If you have a very dynamic speaker, lecture may be an appropriate format for some topics. As with a panel, it is essential to provide for lots of question time. You may also follow a lecture with group discussions. If you have never heard a particular speaker before, try to see him or her in action before deciding on them for your program.

Once you have determined which format will best accomplish your objectives, also consider the following when laying out your program and deciding on the agenda:

REGISTRATION – Provide at least a half hour, even if registering only involves picking up a nametag and handouts. The MLA office will provide personalized badges, holders and an up to date registration roster.

COFFEE AND FOOD – May be provided during registration, or only at the breaks. Be sure to provide a decaffeinated alternative (decaf coffee, and tea, herbal tea).

BREAKS – Should be about fifteen minutes long. The first break should come early in the program – participants should not sit for more than 60 to 90 minutes without a break. Consider the option of two 10 minute breaks for an intense program. Tell the participants when the breaks will be before the program starts.

MEALS – Allow an hour for meals served on site, and 90 minutes for going out for a meal.

ICEBREAKERS AND ENERGIZERS – Use these fun activities to get people talking and moving. Use an icebreaker to start your day, and energizers after lunch and breaks. Check out these links for ideas! http://adulted.about.com/od/icebreakers/tp/topenicebreakers.htm http://www.mwls.co.uk/icebreakers/ http://www.residentassistant.com/games/icebreakers.htm

SPEAKERS’ INTRODUCTIONS – Always have someone prepared to introduce the speaker and facilitator.

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WRAP UP AND EVALUATION – Getting valuable feedback on your program takes time. Give participants at least 15 minutes, and tell them how you value their comments and how you will use their input. Ask the participants to put the completed evaluations in a box, on a table, or give to you. Give the participants a continuing education contact hour (CEU) form when you have received the evaluation. Participants must be present for the entire program to receive a CEU form.

START AND END ON TIME – Be doubly sure that your speakers are aware of how much time has been allotted to them. Tell them what is coming after their presentation, so they know how “running over” will affect the whole day. Establish “time” signals with the speaker, so you can subtly let them know they have five minutes left or that their time is up. If you are working with a speaker known for taking a long time, these points are especially important.

Below are some sample program agendas:

FULL DAY (5 contact hours) 9:00 AM Registration and coffee 9:30 Introduction and icebreaker (contact time) 9:45 Videotape showing and discussion (contact time) 11:00 BREAK 11:15 Guest speaker (contact time) 12:00 LUNCH 1:00 Energizer to wake up the group (contact time) 1:15 Exercise – case studies (contact time) 2:30 BREAK 2:45 Exercise – small group discussion (contact time) 3:45 Reports from small groups (contact time) 4:00 Wrap up and evaluation 4:15 Adjourn

HALF DAY (2.5 contact hours) 9:00 AM Registration and coffee 9:30 Introduction and icebreaker (contact time) 9:45 Exercise – Role play in small groups (contact time) 10:45 BREAK 10:55 Videotape showing and discussion (contact time) 11:45 BREAK 11:55 Small group discussion, leaders report back (contact time) 12:20 Wrap up and evaluation 12:30 Adjourn

Only agenda items that actively contribute to the achievement of learning objectives count toward contact hours.

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LOCATION SELECTION

There are many things to consider when choosing a location:

• Ease of access from major highways • Parking • Access by persons with disabilities • Overnight accommodations, if necessary • Food service or nearby restaurants • Rental fees (room, utilities, AV equipment, union labor) • Security

Programs can be held in a variety of facilities. Most often, MLA programs are held in library meeting rooms, which usually do not charge rental fees. In addition to low cost, library meeting rooms offer the participants a chance to tour a library other than their own, and staff of the library can act as facilitator of local arrangements (they know where the restaurants are!).

Hotels and convention centers are suitable for large conferences and meetings, and are staffed with coordinators to help you plan your event. The charges for this are often quite high – you have to determine if the nature of your program makes this type of facility a viable option. College campuses are often good options – accommodations can be very reasonable.

The site you choose depends a lot on the type of program you will be having, which is why we include it as this step in the process. Questions to ask about a site include:

• Will there be several group discussions simultaneously so that “breakout”

rooms (additional rooms) are needed? • Are meals to be catered, or is site close to restaurants? • Will the program be longer than a day? Do you need overnight lodging?

When looking at the room(s) itself, here is a list of considerations:

• Can the room temperature be controlled? How? • Is the lighting adequate? Can you control it? • How are the acoustics? Soundproofing? Is there sound “bleed” from other

rooms? • Is the room flexible – can you move the chairs and tables around if you want

to? • Does the room match the size of your audience? • Is there adequate space for registration? • Where are the restrooms and are there enough of them? • Is there room for exhibits, if needed?

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• Can you tape flip charts to the walls? • Is there a secure area for coats, and/or for keeping things overnight during a

multi-day workshop? • Can directional signs be posted if needed?

Room arrangement depends, again, on what you plan to do during your program. Be sure you consult your speaker(s) and facilitator(s) about what room arrangements they are expecting.

Online: Some programs and activities are well-suited to be held online – discussion groups and lectures, especially. Online programs widen the program’s geographic reach, reduce the amount of travel, and simplify the planning process as location accommodations are not necessary. Blackboard Collaborate is available as a web conferencing platform to all MLA units. Contact the MLA Office to confirm that MLA’s Blackboard “room” is available on the date and time at which you plan to hold your program. Online programs are subject to the same policies and processes as other programs.

Programs in Remote Locations:

In order to provide efficient and effective organization in presenting programs in remote locations in Maryland, each program sponsor should designate a contact person in the location. This person will be responsible for providing additional publicity about the program, facilities for the program, and refreshments. This person will keep the sponsoring representative apprised of any changes in the immediate vicinity that may impact on access to the facility.

The program sponsoring unit will provide publicity to MLA members, especially unit members, and to other members of the library community, using varied methods such as Marylib, other appropriate list serves, and social media sites. An effort will be made to target potentially interested individuals and groups in the area in which the program will be presented.

The sponsoring unit will communicate in a timely manner with the location representative regarding special needs of attendees and other pertinent information.

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AUDIOVISUAL AND COMPUTER EQUIPMENT

The use of audio-visual equipment and/or internet access can sometimes enhance any type of program. Videos can stand alone, or be used to illustrate a point or to start a discussion. Additional programming aids such as computer-generated presentations and flip charts can all contribute to a lively program that is more than just “talking heads”.

Equipment can be borrowed from your own or other libraries, often at no charge. For large conventions and meetings, it must sometimes be rented from the hotel or convention center. Consider asking your presenter to bring his or her own laptop. Presenters should always be familiar with the technology they will be using, so if you are the presenter, practice!

Always check and recheck AV equipment and internet access before the program – LONG before, so you have enough time to correct any problems. Also recheck on the day of the presentation.

If planning a virtual program utilizing the MLA Smartboard, be sure to reserve space at the MLA office as early as possible.

Checklist of things to consider when using AV and computer equipment: Power

• Electrical outlets – where are they? • Three prong adapter plugs – do you need them? • Power Strips - do you need them? • Extension cords – do you need? How many? Do you need to tape them down

to keep people from tripping over them? Computer Needs

• Laptop-does facility have one, or do you need to bring your own? • Internet projector-does the facility have one or do you need to bring your

own? • Internet connection available-wired or WiFi? • Software for the presenter? • Ask outside presenter if they have any computer needs?

Room Arrangements • Suitability of space-can the room be made dark enough for video or computer

presentations? Do you need to adjust your seating arrangements? Can everyone see?

• Acoustics? Can everyone hear? Does sound “bleed” from room to room? • Equipment to be provided or bring yourself – Microphone? Screens – does

room have one built in? • Projection cart or equipment table? • Podium or table for presenter? • Have back up projector or EXTRA BULBS! Don’t leave home without them!

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PROGRAM APPROVAL FORM

The Program Approval Form (PAF) is due to the Professional Development Panel about 3 months before your planned program date. You can send it in earlier than that. You may find the form useful as a planning document – filling out the correct sections as you are working on that part of the program. The PAF is meant to help you plan your program in a logical way while ensuring you meet all the requirements of MLA program planning.

When the PDP members review this form, they are looking for good content, strong learning objectives, and relevance to the members’ needs. The panel carefully reviews the PAF and offers any suggestions to the division/interest group for developing the best programs possible for MLA members.

Your PDP Liaison is the best person to help you fill out the PAF, and to assist you in all phases of program planning. Call on them for help whenever you need it. The Liaison will also be able to answer questions from other panel members when the proposal is discussed.

The PAF includes a section on finances. Program finances are an important part of the planning process. After you have decided on the “meat” of your program, the learning objectives, relevance, format, and speakers, then work on the financial aspects. MLA programs are expected to make money. Programs that lose money or only break even are actively discouraged. (The exception to this is discussion groups, which do not require registration.) Be aware when planning programs of the financial goals set by the Executive Board for your division. If you can make more profit MLA will benefit. When pricing your program, take into account not only the expenses but also the value of the program. You are offering a solid learning experience with relevant objectives and applications to the everyday work of our members. This is worth much more than the $5.00 per person it may cost to provide refreshments.

A sample of the PAF is in the appendix. When the form is complete, send it to the MLA Professional Development Officer and the MLA office.

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PUBLICIZING YOUR PROGRAM

You must not begin to publicize your program until it has been approved by PDP! However, you may send a “Save the Date” announcement in advance of approval.

HAPPENINGS

Using the monthly Happenings is a good way to publicize your program. It is posted online each month, and lists all the upcoming programs and events.

Happenings is also used as a universal registration form for all MLA programs in the upcoming months. Members use one form to register for whatever programs they plan to attend, and send the forms and payments directly to the MLA office. Take full advantage of this registration format by getting your information in as soon as possible.

The essential information needed for Happenings is included on the PAF. You should also include additional information, such as a fuller program description, information about meals, assignments, etc.

The deadline is the 1st of the month before being posted on the website. For example, October 1 is the deadline for the November issue which is posted on or about October 15th. This is a firm deadline, so make sure your copy is sent to the MLA office in plenty of time. It’s a good idea to get your information in as soon as you have all the details – about 3-4 months prior to your program.

The Conference Committee coordinates publicity for the annual conference program. It is usually not necessary to publicize conference programs individually in Happenings.

When you are planning your program finances, budget $60.00 for the Administration Fee. It will be charged to your division/interest group program budget.

THE CRAB

The Crab is the online quarterly newsletter of the Maryland Library Association. The link to it can be found on the MLA website (www.mdlib.org). An article or press release in the Crab is an excellent way to publicize your programs.

Crab deadlines for the fiscal year will be distributed by the Crab Co-Editors.

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The long lead time required for the Crab means that you may not be able to use it to publicize your program if you don’t have all the planning elements in place by the deadline. This is yet another reason to plan as far ahead as possible.

MLA WEBSITE (www.mdlib.org)

The Happenings online is updated monthly and includes information on programs. There are links to the division/interest group pages and registration is available online.

All MLA programs and events are listed in the Maryland Library Events Calendar found on the MLA Website. The calendar is a multi organizational listing of events and is accessed by the library community statewide. Your programs are listed here as well as in the Happenings calendar on the Web upon receipt of the PAF with complete information for the Happenings.

MARYLIB

Marylib is a listserv for Maryland’s library professional community. It is an effective way to promote your program to a broad audience of potential attendees. Details about the listserv are available on the MLA website: http://www.mdlib.org/content.asp?contentid=153

MERLIN

“Maryland’s essential resource for library information networks” is a site devoted to getting Maryland library staff connected with each other. They have a link to the MLA Event calendar and they can also help to spread the word about your program. Use the “Contact Us” form to request tweets and “hot topics” posts. MERLIN’s url is www.merlincommunity.org.

OTHER PUBLICITY Advertise your program in as many sources as you can think of. Consider notifying library systems for their in-house newsletters. “Talk it up” with your own co-workers. If you are co-sponsoring your program, both groups should brainstorm ways to make the program known to the most people.

Consider other library associations, as well. Programs in Western Maryland can attract participants from West Virginia; those near the District of Columbia might attract members of DCLA, etc. Programs of interest to school librarians should be publicized via the Maryland Association of School Librarians (MASL); those of interest to managers should be mentioned to the members of the Maryland Association of Public Library Administrators (MAPLA); academic programs should be publicized to the Congress of Academic Library Directors (CALD). These are just a few examples of reaching beyond MLA to get the word out.

Each division/interest group can, once a year, send a mailing through the MLA office to

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their division/interest group members. This is an excellent way to publicize your program, but it should not be the only way. Most division/interest group programs have appeal to MLA members in all divisions/interest groups. Don’t limit the scope of potential attendees.

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PROGRAM FINANCES

Program Finances have already been discussed. In the appendix are other forms you will need to conduct the financial business of your program:

1. MLA DEPOSIT FORM – Use for any registration money or other income that

your division receives. Since registration is handled by the MLA office, you should only get money for “at the door” registrations. Return this form with the money to the MLA office.

2. MLA REQUEST FOR PAYMENT FORM – For advances and/or

reimbursements. This is submitted to the MLA office. In the case of reimbursements, receipts must be attached to the form and should total the requested amount. All invoices from vendors, service agencies, or speakers should go to the person in charge of the program, who should check them for accuracy before attaching them to this form.

3. MLA POLICY ON REFUNDS – Important policy to know when potential

registrants have questions. Not a form, but for your information.

4. Refund deadlines are published with each program description. See page 29 for refund policy

A final note on the financial side – NO sales taxes will be reimbursed. Use the MLA Tax Exempt Number – 31062509.

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PROGRAM CHECKLIST

Speaker(s) arrangements complete (invitation letter, map/directions, AV needs, handouts,

etc.)

AV Equipment Microphone Screen Projector Lap Top Extension cords Plug Adapters Computer equipment Other AV/Speakers Use of Smartboard

Room Arrangements Seating Podium Flipchart, paper, markers Nametags Handouts Directional Signs Other room details

Refreshments Coffee maker and coffee (decaf, regular) Hot water and tea (regular, decaf, herbal) Sweetener Cream (real or non-dairy) Lemon Spoons/stirrers Cups (hot and cold) Napkins Plates Forks Tablecloths Serving trays/cutting and serving utensils

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PROGRAM PACKS

A few days prior to the program, the MLA office will send the contact person/program planner a “Program Pack” which will contain:

• A Program Packet Check off List • Roster • Financial Report • Sign-in Sheet (Must be signed to receive continuing education contact hour

credit) • Evaluation Sheets (Evaluation Summary Sheet and Final Financial Form) • Certificates for the Speaker(s) • Invitations to Membership (For MLA non-members) • Name Tags and Badge Holders

Name tags and badge holders will NOT be assembled by the office. Be sure to allow enough time to burst and/or assemble prior to your program.

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CERTIFICATION RENEWAL CREDITS

Your program may qualify for certification renewal credits. The Professional Development Panel will assign eligible contact hours at the time the program is reviewed. You will receive a sign-in sheet with your Program Packet. Attendees must sign the sheet and the program planner must return it to the MLA office for attendees to receive the credit. The program planner must sign the sign-in sheet to verify that attendees were present for the entire program. If an attendee finds it necessary to leave early, note the time of departure and the contact hours assigned to that person will be revised.

A history of the contact hours earned is kept on file for members in the association database.

Continuing education credit cannot be assigned to any program that is less than one hour in length. Credit is assigned in full hour and half hours only and only for the actual contact time for the program itself. Time set aside for registration, breaks, meals, and evaluations is not considered contact time.

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EVALUATION AND FOLLOW UP

Evaluation and follow up are vital parts of any program that are often overlooked. While it is a relief to have the long effort of planning over with, you still aren’t finished until the evaluations have been collected and examined.

The MLA program evaluation form is included as an appendix. You can use this form for all programs, including annual conference programs. Additionally, you may develop your own supplemental evaluation if you wish. If the standard form does not carry the information that you need to know, develop your own supplemental form and make copies for your participants.

Summarizing the completed evaluations can be a bit tedious, but it is worth it. Once you have summarized the results, you have all the information about the evaluations at your fingertips. There is no standard form for summarizing the evaluations. Use whatever format suits you and provides a good overall picture of the program results. If you need help summarizing your evaluations – contact your PDP liaison.

Once you have summarized the evaluations, complete the Program Evaluation Coordinator Feedback Form. This form is for you, the program planner, to submit your own feedback about how the program went. It also gives MLA and future program planners valuable information about what works and what doesn’t, for future programs.

Submit your Coordinator Feedback Form and an evaluation summary to the MLA office as soon as possible after the program. The longer you wait, the harder it is to reconstruct what happened at the program.

When a program’s final reports have been received by the MLA office, the program is closed out. A Program Summary Form is generated and retained in a Division/Interest Group file which is available at any time the MLA office is open.

Get the word out! Reports of successful programs are of interest to MLA members for a variety of reasons. Consider writing an article for The Crab after your program. Instructions for submission can be found on the MLA website.

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